Administrative Assistant

ITU is the leading United Nations agency for information and communication technologies, with the mission to connect the world. To achieve this, ITU manages the radio-frequency spectrum and satellite orbits at the international level, works to improve communication infrastructure in the developing world, and establishes global standards that foster seamless interconnection of a vast range of communication systems. ITU also organizes global Telecom events bringing together the most influential representatives of government and the private sector to exchange ideas and knowledge for the benefit of all.
Date of Issue: 19 February 2016
Currently accepting applications
Applications from women are encouraged
Functions: Administrative AssistantPost Number: TD2/G6/853
Deadline for Applications (23.59 Geneva CH) : 11 March 2016
(13 day(s) until closing deadline
Duration of Contract:  2 years with possibility of renewal for 2 additional years  
Type of Appointment: Fixed-term AppointmentDuty Station:  Geneva, Switzerland
Grade: G6
The Telecommunication Development Bureau (BDT) is responsible for the organization and coordination of the work of the Telecommunication Development Sector of the Union (the Union has three functional sectors: Standardization, Radiocommunication and Development) which deals mainly with development policies, strategies, programming, as well as technical cooperation activities (expert missions, training programmes, field projects, seminars, etc.).
Organization Unit:
Within the Telecommunication Development Bureau (BDT) of ITU, the Deputy to the Director & Chief of the Administration and Operations Coordination Department (DDR) is responsible for assisting and advising the Director in the direction and management of the Bureau including on all questions related to personnel, finance and operational planning process. The Department is responsible for leading the operational planning, assessment and reporting process within the framework of the Action Plan as adopted by the World Telecommunication Development Conference in coordination with the Heads of the other Departments in the Bureau and Regional Directors. The Department is responsible for management of the Administration Division (ADM), the Support Division (SUP) and the IT Support Service. The Department is also responsible for coordinating conferences and events preparation and for monitoring the implementation of decisions emanating from ITU and BDT governing bodies including Council, Conferences and Assemblies of the other Sectors for matters of relevance to BDT as well as from the Telecommunication Development Advisory Group. The Department is responsible for coordination of the Bureau's cooperation with other Sectors and General Secretariat.
 Duties / Responsibilities
Under the supervision of the Deputy to the Director and Chief, Administration and Operations Coordination Department (DDR), the incumbent provides direct assistance with his/her administrative and secretarial work. To this end, the incumbent performs the following duties:
  • Assists the Deputy to the Director in the administrative management of activities and the coordination of work.
  • Analyses, sorts and registers mail and documents, and identifies those which require special or urgent attention; ensures distribution and follow-up; develops and maintains a system to keep record of the incoming and outgoing correspondence and of personnel-related documents. Ensures timely follow-up of correspondence, especially when it calls for action or reply from the Deputy to the Director, informs him/her and drafts reminders when appropriate.
  • Drafts and types general and administrative correspondence and reports in English and French; provides informal translation of correspondence; scrutinizes content, layout and language of outgoing correspondence and documentation prepared for the signature of the Deputy to the Director; proposes any necessary editorial changes and draws his/her attention to any inadequacy.
  • Establishes and maintains filing and tracking systems for correspondence and documents; evaluates and improves the operation of paper-based and electronic systems to ensure effective access to information and documents; obtains information, documents and data for the use of the Deputy to the Director in accordance with specific requests, either from the Department files or from other sources.
  • Handles information and documents for the preparation of reports and presentations by the Deputy to the Director. 
  • Handles documents of a confidential nature related to the work of the Deputy to the Director in personnel matters.
  • Receives visitors, answers telephone calls, makes appointments and keeps his/her agenda up to date; assists in the preparation of missions and travel arrangements. 
  • Organizes and coordinates the logistics of meetings convened by the Deputy to the Director; prepares documentation, participates in internal & external meetings, drafts summary records and ensures that action is taken on decisions. 
  • Assists the Deputy to the Director at all important ITU meetings, conferences and events ensuring that relevant supporting documentation is available for his/her use.
  • Keeps the Deputy to the Director informed, while on mission, of important developments and sensitive issues and takes appropriate measures and actions in this regard. 
  • Performs other duties assigned by the Deputy to the Director.
Qualifications required
Complete secondary education with a diploma OR complete equivalent technical or commercial studies with a diploma. For internal candidates, obligatory schooling in combination with thirteen years of qualifying experience may be accepted in lieu of complete secondary education with a diploma for promotion or rotation purposes.
At least eight years of experience in the field of the post. (A maximum of three years of studies in the field of the post and in a recognized school may replace the required experience on the basis of one year of education for one year of experience.)
Knowledge of one of the six official languages of the Union (Arabic, Chinese, English, French, Russian, Spanish) at advanced level and knowledge of a second official language at intermediate level. Knowledge of a third official language would be an advantage.
  • Ability to use computers for word and data processing.
  • Ability to establish and maintain good working relationships, to work as part of a team and to work under pressure. Tact and discretion are essential.
  • Good interpersonal skills and the ability to work in a multi-cultural, multi-ethnic environment with sensitivity and respect for diversity. Ability to develop and maintain effective working relationships with officials at all levels.
  • Knowledge of the work of the ITU Telecommunication Development Sector would be an advantage.
  • Remuneration
    Annual Salary: (Net of Tax)
    82,248.- CHF - 109,358.- CHF without dependants

    Applicants will be contacted directly if selected for written test. Interviews may be used as a form of screening.

    For further information concerning the Conditions of Employment please click the following link
    Applicants will be contacted only if they are under serious consideration